Duty Manager

Job content

About JLL –
We’re JLL—a leading professional services and investment management firm specializing in real estate. We have operations in over 80 countries and a workforce of over 91,000 individuals around the world who help real estate owners, occupiers and investors achieve their business ambitions. As a global Fortune 500 company, we also have an inherent responsibility to drive sustainability and corporate social responsibility. That’s why we’re committed to our purpose to shape the future of real estate for a better world. We’re using the most advanced technology to create rewarding opportunities, amazing spaces and sustainable real estate solutions for our clients, our people and our communities.
Our core values of teamwork, ethics and excellence are also fundamental to everything we do and we’re honored to be recognized with awards for our success by organizations both globally and locally.
Creating a diverse and inclusive culture where we all feel welcomed, valued and empowered to achieve our full potential is important to who we are today and where we’re headed in the future. And we know that unique backgrounds, experiences and perspectives help us think bigger, spark innovation and succeed together.
If this job description resonates with you, we encourage you to apply even if you don’t meet all of the requirements below. We’re interested in getting to know you and what you bring to the table!
JOB DESCRIPTION AND PERSON SPECIFICATION
Job Title
Duty Manager

Department
Jones Lang LaSalle Resources

Report To
Centre Manager

Location
Gallions Reach

OBJECTIVE OF ROLE
The role of the Duty Manager is to provide support to the Centre Manager in the overall running of the Centre, including day to day operational aspects of the Centre and strategic planning and collection of trade data from tenants.

ACCOUNTABLILITIES
General
To fully deputise during the absence of the Centre Manager
Form good relationship with all tenants on the park which includes amongst other things collection of trade data on a regular basis
Compliance with all Company procedures to include financial and administration duties
Monthly expenditure reporting of budget headings
Assisting the Centre Management with maintenance of the budget expenditure and service charge management which includes

Raising Purchase Orders
Processing of invoices
Maintenance of the tracker and records
Tracking expenditure versus budget and reporting ahead on any variances/limited funds
Assisting with Invoice queries
Preparation of the FVR Quarterly reconciliations ready for review
Supporting the Centre Manager with the Year End reconciliation

To report to the Client as required, and in the Centre Manager’s absence, prioritising their requests and always ensuring a professional response.
Support where required on new lettings and facilitating requests for viewings from the client and the letting representatives
Have a good working relationship with Landlord & Tenant contractors on site
To develop and maintain strong positive relationships with key business and community contacts
Daily management of building maintenance and services
Compilation of regular reports to the Centre Manager on all operational matters
Development and implementation of procedures to gain greater efficiency and savings to all areas of the service charge.
Maintenance and development of Health and Safety systems, ensuring compliance with relevant legislation
Assisting in the provision of training for retail and contactor staff
To work with our commercialisation partner in accordance with the agreed strategy and feedback issues or concerns to the Centre Manager
To have an active role in key events arranged for the site and support the marketing team in the successful delivery of these
The park trades from 10.00am to 8pm (Mon - Fri), 10.00am - 7pm (Saturday) and 11.00am - 5pm (Sunday). The Duty Manager will be required to complete 40 hours per week over a 7-day period. This will include weekend and evening work with the flexibility to work from 1 x day per week if required. Bank Holiday’s and other key days / events will be subject to the needs of the business.
Manage contractors and projects as agreed with centre manager
Arrange and help set the agenda for tenant meetings and contribute as required

Compliance
Crucial to build strong relations with tenants, collating sales/performance feedback and maintain the Retail report platform.
Co-ordination of Tenants Shop fitting documentation
Ensure Risk wise, SharePoint and all other management platforms are kept up to date and actions managed appropriately
Support the Centre Manager in overseeing all accident and incident reporting, including insurance and statutory forms and procedures. Responsibility for all system updates and reporting functions.
Assist the Centre Manager in ensuring all the third-party contractor staff and tenants are aware of H&S procedures and are compliant with appropriate centre regulations, including an up to date and on-going Disaster Recovery Plan.
Support the Centre Manager to ensure all systems/audit requirements so that the Centre complies with the policy on energy procurement and environmental management (ISO14001) and utility costs are managed effectively without compromising the quality of service provided.
Support the Centre Manager in overseeing the management of the Centres CCTV equipment and operations to ensure compliance and statutory regulations.
Track commercialisation income from Mall Solutions and ensure these are sent to and reported to accounts
Prepare all supporting documentation for audits in accordance with audit deadlines and liaise with auditors throughout to successful operation.
Support the Centre Manager with the Continual Improvement Plan for the centre helping to reduce energy, water and waste and identify ways on improving efficiencies to minimise environmental and ecological impact.

Customer Relations
Regularly inspect the shopping centre to ensure all areas are always kept to the highest standards and take the appropriate actions to remedy issues found
Retain good working relationships with the on-site team, working closely with the security and cleaning team to ensure inspections and checks are carried out in accordance with the standard operating procedures
Provide the highest level of customer service to tenants, visitors and customers and assist others to maintain these standards throughout the shopping centre
Actively communicate with and visit other shopping centres to gain exposer to the wider industry and review good and best practices.

The above is not an exhaustive list of duties, and you will be expected to perform different tasks as necessitated by your changing role within the organisation.

REQUIRED QUALIFICATIONS AND EXPERIENCE
Previous Shopping Centre or retail management experience
Service Charge budget and reconciliation preparation experience
A diploma in Shopping Centre Management would be desirable
Excellent interpersonal and line management skills
Strong organisational written and verbal skills
Proactive and positive attitude
Willingness to attend training as deemed required for the role
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What you can expect from us
We succeed together and believe the best inspire the best, so we invest in supporting each other, learning together and celebrating our success.
Our Total Rewards program reflects our commitment to helping you achieve your career ambitions, recognizing your contributions, investing in your well-being and providing competitive benefits and pay.
We can’t wait to see where your ambitions take you at JLL. Apply today!